Finance Operational Notes

This documented is intended to document various aspects of OSGeo's financial operations, to provide rough information on how things are setup to the treasurer, finance committee, and board.

General

• Tyler as ED is responsible for day to day financial operation of OSGeo. He makes payments, issues invoices, cashes cheques, and enters transaction details into the accounting system (Quickbooks online).
• The Finance Committee is responsible for auditing financial reports, developing financial management policy, and preparing a budget for the board.
• The Treasurer chairs the Finance committee, and is responsible for operational financial decisions within the framework of the budget.
• The Board of Directors is responsible for approving a budget.

Quick Books Online

OSGeo keeps detailed accounts using Quick Books Online. Currently Tyler (ED) and the Treasurer have accounts with update access for the OSGeo Quick Books instance. The rest of the finance committee has access to a read-only reporting account (contact Tyler or the Treasurer for details).

Processes

On monthly basis:

1. Download account data, import to Quickbooks
   1. Include three bank accounts, paypal
2. Enter credit charge charges, invoices, bill pays
3. Review wire transfers, confirm sources
4. Reconcile account data with cash accounts
5. Pay credit card bill
6. Quick summary report to Finance Committee (cash, outlook)

Quarterly:

1. Reviewing sponsorship status
2. Issue new or follow up on outstanding sponsor invoices
3. Produce quarterly reports - income/expenses, balance sheet, summaries by class
4. Submit reports to Finance Committee

Ongoing:

1. Pay marketing and office bills

Annually:

1. Prepare annual budget for approval by the board
2. File Delaware state franchise tax
   1. http://corp.delaware.gov/frtax.shtml
   2. includes "annual report" that lists current directors
3. British Columbia provincial annual report
   1. Filed with Pat @ Oliver & Co., Williams Lake BC
4. Directors & Officers Liability insurance renewal
   1. Current broker: Chapman (chapmanins.com)
   2. Renewal date: May 13, Fill application in March/April
5. Internal year end finance report
   1. Prepare any final invoices for the year
   2. Hunt down FOSS4G funds
   3. Reconcile to statements
6. Submit report to Finance Committe
7. Include official report in Annual Report
8. Write Finance Committee report

Historical Overview

• This section might belong somewhere else in the Finance category but this was a good place to start.
• This focuses on revenue, not expenses. Someone else could certainly fill that in since it is an important part of the finances.
• This is an overview, minor aspects are omitted. (For example GSOC is both a small income --and maybe equal expense, not sure but either way it is minor and this is a general overview.)
• This focuses on 2007-2016/7.
• The FOSS4G "years" mean nothing in the current data portrayal. FOSS4G funds coming back to OSGeo come in multiple payments over multiple years. This does show that OSGeo needs to be able to float a substantial period of time before funds return. This data should probably be sorted out and possibly analyzed on a regional (i.e. every third year) basis for Europe, North America, Rest of World.

Data

• This summary comes from the help of OSGeo Treasurers. It is the source that was further generalized and used to subsequently derive these graphs.

Revenue Graphs

OSGeo Sponsorship 2007-2017

OSGeo FOSS4G 2007-2017

OSGeo proportions 2007

OSGeo proportions 2008

OSGeo proportions 2009

OSGeo proportions 2010

OSGeo proportions 2011

OSGeo proportions 2012

OSGeo proportions 2013

OSGeo proportions 2014

OSGeo proportions 2015

OSGeo proportions 2016

OSGeo proportions 2017

Observations

• OSGeo sponsorship has declined to an insignificant portion of the OSGeo budget. With effort, it might be possible to increase OSGeo sponsorship again.
• FOSS4G is now essentially the sole source of OSGeo's financial existence which exerts financial pressure on FOSS4G. However, that has not always historically been the case.
• Further analysis of the FOSS4G numbers are needed to see if anything can be determined from the regions and rotation.
• The FOSS4G average is ~$81,587 from ~791 attendees (excluding 2012 for attendance) or ~103/attendee.